Logistics Assistant - Tripoli - For National Candidates Only

Background/IRC Summary:  The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Job Overview/Summary:  Under the direct supervision of the logistics officer, the Field Logistics Assistant will support the Northern Field Offices with the effective management of logistics in relation to warehouse, assets,IT ,  and facilities management.

Key Responsibilities:

Logistics tasks

Warehouse Management:  

• Understand, implement and maintain standard IRC inventory management policies and procedures.
• Managing and documenting the receipt, handling, storage, and release and reporting of goods through the IRC warehouse.
• Maintaining the Warehouse Register recording all outgoing and incoming receipts and activities.
• Checking quality, quantity and condition of goods delivered to warehouse, producing relevant Goods Delivery Report.
• Managing dispatch and transportation of program supplies from warehouse to field sites based on appropriately authorized store releases producing relevant accompanying documentation (waybills), when required
• Implementing and ensuring clear loading / unloading procedures, correct stacking and turnover (FIFO or FEFO) procedures.
• Advise Logistics Officer of potential inventory shortages/discrepancies
• Keeping an accurate and up-to-date record of the store contents in stock cards and prepare monthly inventory reports.
• Managing the team and casual laborers in the warehouse.
• Implement and ensure clear safety and security procedures in coordination with the HASSO.
• Ensure the maintenance of warehouse building, fittings and equipment.
• Advise  Logistics Officer of warehouse-specific issues or improvements
• Any other duties or tasked delegated by the Senior logistics officer
• Work closely with procurement teams on weekly delivery schedules.

 Assets Management:

• Understand, implement and maintain standard IRC asset/inventory management policies and procedures.
• Verify  Assets & Properties  condition, maintain spot checks/inform Logistics Officerabout any change of status such as RPR/S/US
• Ensure all office and guesthouse furniture and inventory are accounted for and have inventory records
• Compile monthly asset/property reports and submit to  Logistics Officer
• Advise on and manage assets and properties disposal, when needed
• Perform the monthly/quarterly/yearly asset/inventory check, report if any assets/inventory are broken, lost or stolen on the Inventory Loss/Theft/Damage report, to be countersigned by the senior logistics officer.
• Any other duties or tasked delegated by the  Senior logistics officer

Facilities Management:

• Receive, log and follow-up on  requests from staff for space, accommodation and supplies;
• Identify and receive requests for any needed repairs and/or supplies on guesthouses and permanent staff residences and refer to SC country office department for action, when necessary;
• Ensure all office equipment is stocked with required supplies (toner, paper etc.). Refer any maintenance required to IT Country office departments;
• Review, verify and pay bills received for facilities (office, guesthouses, permanent staff residences, community centers, etc.) including utilities, maintenance, provision of standard supplies, new furniture or equipment and prepare payment requests;
• Maintain a schedule for occupancy of the possible IRC guesthouse(s), ensure guesthouses are ready and appropriately stocked for incoming visitors
• Maintain and update the North Field office master lease tracking sheet.
• Maintain and update the North Field master facility expense tracking sheet.
• Oversee and support Cleaners;  
• Any other duties or tasked delegated by the logistics officer.

 As IT Focal Person:

Work with the Country Office IT team to develop a capacity building plan in the following areas:

• Troubleshooting basic connectivity issues
• Adding/Checking Network printers - Toners Management
• Monitor Power supply on office Infrastructure (Servers, Switches, WAPs)
• Focal point for IT issues in field offices

As Admin Focal Person:

• Purchase Requests and Payments

• Act as a focal point for all Logistics and Admin related Purchase requests and Payments.
• Maintain an accurate tracker for all office and kitchen supplies inclusive of PPEs
• Work closely with Beirut Admin team for all field OAFM consumables.
• Work closely with procurement and logistics teams on weekly delivery schedules.
• Support field teams on receiving and dispatching items through way bills
• Prepare payments and regularly track all utility expenses.
• Keep record of all petty cash expenses and provide updated tracking sheets to finance, logistics and field representative.

Other tasks:

• Support in dispatching duties when requested by the Senior logistics officer

Key Working Relationships:

Position Reports to: Logistics Officer

Dotted-Line to: Relevant Supply Chain Function- Country Office; IT Team- Country Office

Other Internal and/or external contacts:

Internal:  SC team, Finance Team, Programs team

External: Landlords, suppliers and others

 Personal Characteristics:

• Strong sense of personal integrity.
• Team spirit and problem solving abilities
• Good mathematical skills.

Job Requirements:

• Interest in humanitarian and refugee issues
• University degree
• At least 1 year experience in similar position, preferably with an INGO, or multi-sector humanitarian relief or development projects.
• Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail.
• Ability to work as a member of a team essential
• Must be computer literate, including Microsoft Word and Excel.
• Languages:  Fluency in Arabic and ability to communicate clearly and effectively in English required. 
• Holder of a valid driving license
• Ability to independently organize work and prioritize tasks.
• Self-motivated, honest, highly responsible, and punctual.

Working Environment:  The position will be based in Northern Governorate with travel to Field Sites and Beirut.